Event Coordinator

Primary Purpose:

The Event Coordinator plays a vital role in supporting the events team through every stage of TowneBank’s corporate, member-facing, and internal events. This position ensures strict brand compliance, contributes to effective budget tracking, and expertly manages the EventsAir Platform to streamline event logistics and attendee management. By working closely with internal departments and trusted vendors, the Event Coordinator helps deliver memorable, high-quality experiences that consistently embody the TowneBank brand.

Essential Responsibilities:

       Event Coordination & Execution

• Support event managers by overseeing project coordination, including detailed event logistics, calendar management, task tracking, deadlines, and deliverables, all within event management software.
• Assist with event set-up and tear-down, ensuring smooth transitions before, during, and after each event.
• Act as a liaison between vendors and internal teams to meet all event requirements, such as audio/visual setups, venue arrangements, and guest accommodations. Proactively resolve issues to guarantee a seamless attendee experience.
• Assist in preparing essential event materials, including signage, name badges, agendas, and presentations, confirming that resources are available and aligned with brand standards.
• Offer on-site event support by welcoming guests, managing check-in procedures, and addressing attendee concerns to optimize their experience.
• Oversee member entertainment opportunities for corporate suites, coordinate with stakeholders, organize promotional items, and manage catering logistics.
• Partner with the marketing team to infuse brand messaging into all event touchpoints, ensuring consistent and compelling representation throughout each event.
• Keep stakeholders informed of event progress and status updates, fostering clear communication and team alignment.
• Conduct post-event evaluations by collecting feedback from attendees, vendors, and internal stakeholders to identify improvement opportunities and document best practices.
• Compile comprehensive event recaps and analytics to measure success and guide future planning.
• Assume responsibility for any additional events and projects that may be delegated.

Administration

• Manage the EventsAir Platform for event registration, communications, attendee management, volunteer management and reporting.
• Maintain data integrity and assist team members with platform usage.
• Coordination of event invitation mailings, including mail merge, de-duping, proofing, printing, and mailing
• Complete application process for permits and licenses for events
• Maintain linens, arrange for cleaning, and inspect for damage
• Work closely with the Facility Attendant to inventory and order event supplies
• Maintain order and inventory in event storage areas
• Maintain the corporate event calendar and monthly distribution
• Responsible for the weekly distribution of the Corporate Event Status report
• Adheres to applicable federal laws, rules, and regulations including those related to Anti-Money Laundering (AML) and the Bank Secrecy Act (BSA).
• Other duties as assigned.

 
 Budget Tracking & Fiscal Discipline

• Assist the Senior Event Manager with event budget tracking and documentation.
• Process invoices, track expenses, and ensure purchases are within authorized limits.
• Support reporting on event financials and cost savings.

 
  Vendor & Stakeholder Engagement

• Coordinate with vendors for event-related services, including scheduling, logistics, and invoicing as needed.
• Support contract review and maintain records of vendor agreements.

 
Team Collaboration

• Work closely with the Senior Event Manager and other team members to align event deliverables with business goals and timelines.
• Provide guidance and support to temporary staff or volunteers during events.

 
Post-Event Evaluation & Continuous Improvement

• Assist with post-event activities, including feedback collection and reporting.
• Track and report on key performance metrics such as event setup efficiency and attendee satisfaction.
• Contribute ideas for process improvements and service enhancements.

 
Special Projects

• Take ownership of assigned events and projects as directed by the Senior Event Manager.
• Provide support for executive presentations and corporate management events.

Minimum Required Skills & Competencies:

• 3 years of professional experience in event planning or the hospitality industry.
• Experience with event management platforms (Events Air or similar) preferred.
• Strong organizational skills with the ability to manage multiple projects and meet deadlines.
• Excellent communication and collaboration skills.
• Proficiency in Microsoft Office and event management software.
• Must be willing to work some evenings and occasional weekends. Some travel is required. Minimal overnight travel required.
• Ability to maintain calm, professional demeanor in high-paced, high-volume work environment
• Demonstrate strong organizational skills with the ability to prioritize, follow through, and meet deadlines with a strong sense of urgency
• Excellent computer skills, including Microsoft Office programs Word, Excel, PowerPoint, Teams, SharePoint
  
  

Desired Skills & Competencies:

• Bachelor’s Degree in Event Management, Hospitality, Marketing, or related field.
• Experience with event budgeting and financial tracking.
• Experience supporting large-scale or executive-level events.
  
  

Physical Requirements:

• Express or exchange ideas by means of the spoken word via email and verbally.
• Exert up to 25 pounds of force occasionally, use your arms and legs, and sit most of the time.
• Have close visual acuity to perform activities such as analyzing data, viewing a computer terminal, reading, and preparing documentation.
• Not substantially exposed to adverse environmental conditions.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential responsibilities.